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Home My WebLink About; ; Records Destruction Authorization Form-Finance; 2010-02-19City Clerk/Records Management Page 1 of 2 RECORDS DESTRUCTION REQUEST Department Requesting Destruction: FINANCE Approvals for Destruction <?/r/0 9 Department Head Date Records Manager Date Attorney Date We certify that the records listed below have been retained for the scheduled retention period, required audits have been completed, and no pending or ongoing litigation or investigation involving these records is known to exist. 'RECORDS ON THIS FORM ARE FROM THE OFFSITE MICROFICHE INVENTORY STORED WITH THE CLERK'S OFFICE Person(s) Completing Form: Tanya Bjork No. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 RECORDS DESCRIPTION PAYROLL INSURANCE REFUND PAYROLL DEDUCTION LIST PAYROLL CHECK REGISTER PAYROLL BENEFITS PAYROLL DISTRIBUTION ROSTER PAYROLL DISTRIBUTION PAYROLL DEDUCTION REGISTER PAYROLL LABOR DISTRIBUTION DETAIL PAYROLL BENEFIT REPORT PAYROLL LEAVE REPORT PAYROLL LABOR DISTRIBUTION PAYROLL LEAVE REPORT PAYROLL REGISTER REVENUE SUMMARY DATED 1984 1978- 1983 1985 1986- 1987 1984 1978- 1983 1984- 1985 1985- 1987 1989- 1992 1987- 1989 1989 1992 1978- 1992 1983- 1991 BOX No. RM20 09MF RRS No. 0450-20 0450-20 0450-20 0450-20 0450-20 0450-20 0450-20 0450-20 0450-20 0450-20 0450-20 0450-20 0450-20 0400-81 RRS Period AU+6 AU+6 AU+6 AU+6 AU+6 AU+6 AU+6 AU+6 AU+6 AU+6 AU+6 AU+6 AU+6 CU+7 BARCODE N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A APPROVED By City Attorney H=HOLD This form documents the destruction of City records in accordance with the California Public Records Act Revised 08/25/2005 City Clerk/Records Management , Page 2 of2 *RECORDS ON THIS FORM ARE FROM THE OFFSITE MICROFICHE INVENTORY STORED WITH THE CLERK'S OFFICE Person(srComgleting Form: Tanya Bjork No.RECOR05-SE5CRIPTION DATED BOX No. RRSNa Period BARCODE APPROVED By City Attorney H=HOLD 15 EXPENDITURE SUMMARY 1983-0400-81 CU+7 N/A RECORD DESTRUCTJOff COMPLETED BY : CERTIFICATE OF DESfRUCTION? Yes D No D SMEADLiNK BARCODES DELETED BY:DATE This form documents the destruction of City records in accordance with the California Public Records Act Revised 08/25/2005 City Clerk/Records Management Page 2 of2 Person(s) Completing Form: Tanya Bjork No. 15 16 17 RECORDS DESCRIPTION EXPENDITURE SUMMARY GENERAL INFO (MASTER LISTS (FUNDS, GL'S, DEPARTMENTS, OBJECTS)) GENERAL INFO (TRIAL BALANCE) DATED 1983- 1991 1988 1986- 1991 BOX No. RM20 09MF RRS No. 0400-81 0400-05 0400-05 RRS Period CU+7 CU+2 CU+2 BARCODE N/A N/A N/A APPROVED By City Attorney H=HOLD RECORD DESTRUCTION COMPLETED BY ; CERTIFICATE OF DESTRUCTION? Yes 0 No D DATE SMEADLINK BARCODES DELETED BY:DATE: This form documents the destruction of City records in accordance with the California Public Records Act Revised 08/25/2005 C'.'^ C!v,k/HccGrds Management Pagel ofl Department Requesting Destruction: FINANCE r\ Approvals for Destruction /—X- OJ^?- ^— Department Head Date Records Manager Date Attorney Date We certify that the records listed below have been retained for the scheduled retention period, required audits have been completed, and no pending or ongoing litigation or investigation involving these records is known to exist. 'RECORDS ON THIS FORM ARE FROM THE OFFSITE FINANCE MICROFICHE INVENTORY Person(s) Completing Form: /i -T^ Tanya Bjork & No. 1 2 3 4 5 6 7 RECORDS DESCRIPTION CMWD ACCOUNT RECEIVABLE TRIAL BALANCE CMWD BILLING REGISTER CMWD BILLING REGISTER & TRIAL BALANCE CMWD PURGE EXCESS DETAIL LIST CMWD CLOSED ACCOUNT MASTER LISTS CMWD EXCESS DETAIL WATER EXCESS DETAIL DATED 1991- 1992 1991- 1992 1994- 1997 1990- 1992 1990- 1992 1993- 1996 1986- 1992 BOX No. 899 899 899 899 899 899 899 RRS No. 0400-88 0480-26 0480-26 0400-84 0400-05 0400-84 0400-84 RRS Period AU+4 AU+4 AU+4 10 CU+2 10 10 BARCODE N/A N/A N/A N/A N/A N/A N/A APPROVED By City Attorney H=HOLD RECORD DESTRUCTION COMPLETED BY :_ CERTIFICATE OF DESTRUCTION? Yes El No [j SMEADLINK BARCODES DELETED BY: DATE DATE: This form documents the destruction of City records in accordance with the California Public Records Act City Clerk/Records Management Page 1 of 3 App 1 ONSITE RECORDS DESTRUCTION REQUEST roved for Destruction ^-"^ ' f-j*. fflo<0 / Q Department Head faf City Records Manager City Attorney "otal of records approved for destruction: Date Date {- L > • 2-Ofo. Date NOTE : City records on "Hold" cannot be destroyed. This form documents the destruction of City records in accordance with the California Public Records Act We certify that the records listed below have been retained for the scheduled retention period, required audits have been completed, and no pending or ongoing litigation or investigation involving these records is known to exist. This form documents the destruction of City records in accordance with the California Public Records Act. Request by Originating Department: Finance Requested Date: Originating Department Manager Initials: Person's Completing Form: Marie Nutter No. 1 2 3 4 5 6 7 8 9 10 11 RECORDS DESCRIPTION Time Cards 1 999 (I-L) Time Cards 1999 (Go-H) Time Cards 1999(E-Gi) Time Cards 1 999 (C-D) Time Cards 199 (A-B) and Folder w/uniform reimbusement, retro pay, health Employee Awards Time Cards 1 999 (M) Time Cards 1999(N-Re) Time Cards 1999 (Ri-Sn) Time Cards 1 999 (Si-V) Time Cards 1999(W-Z) Payroll Check Register 1999 & Payroll Posting DATED 1/1/99- 12/31/99 1/1/99- 12/31/99 1/1/99- 12/31/99 1/1/99- 12/31/99 1/1/99- 12/31/99 1/1/99- 12/31/99 1/1/99- 12/31/99 1/1/99- 12/31/99 1/1/09- 12/31/99 1/1/99- 12/31/99 1/1/99- 12/31/99 BOX No. 413 I L- L <rf $\ Bo H3I fe ^33 i$(\ vj$5 ^ ^ RRS No. 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 RRS Period Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 BARCODE 194565854 194565869 194565870 194565871 194565872 194565873 194565874 194565875 194565876 194565877 194565887 PDF APPROVED By City Attorney H=HOLD City Clerk/Records Management Page 2 of 3 This form documents the destruction of City records in accordance with the California Public Records Act. Request by Originating Department: Finance Requested Date: Originating Department Manager Initials: Person's Completing Form: Marie Nutter No. 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 RECORDS DESCRIPTION Payroll Pre List #21 thru #26 & Payroll Postings 2000 Payroll Pre List #1 1 thru #20 & Police Holiday Pay Payroll Pre List 2000 #01 thru #10 Payroll Pre List 1999 #14 thru #26 Payroll Pre List 1999 #1 thru #13 Payroll Time Cards T-Z Payroll Time Cards -S Payroll Time Cards Pi - R Payroll Time Cards Mi Ph Payroll Time Cards L-Me Payroll Time Cards Ho-K Payroll Time Cards Br-C Payroll Time Cards A-Bo Payroll Time Cards G-Hi Payroll Time Cards D-F Payroll Time Cards 2001 (A-Bo) Payroll Time Cards 2001 (Br-C) Payroll Time Cards 2001 (D - Fo) Payroll Time Cards 2001 (He - K) Payroll Time Cards 2001 (L - Me) Payroll Time Cards 2001 (Fr - Ha) Payroll Time Cards 2001 (Mi - Pa) Payroll Time Cards 2001 (Pe - Ru) Payroll Time Cards 2001 (Sa - Sz) Payroll Time Cards 2001 (T - Z) Payroll Time Cards (Kl - MA) Payroll Time Cards , 2002 RU - Sp DATED 10/02/00- 12/31/00 5/15/00- 10/01/00 1/1/00- 5/14/OOf 6/14/99- 12/28/99 1/1/99- 6/13-99 1/1/00- 12/31/00 1/1/00- 12/31/00 1/1/00- 12/31/00 1/1/00- 12/31/00 1/1/00- 12/31/00 1/1/00- 12/31/00 1/1/00- 12/31/00 1/1/00- 12/31/00 1/1/00- 12/31/00 1/1/00- 12/31/00 1/1/01 - 12/31/01 1/1/01 - 12/31/01 1/1/01 - 12/31/01 1/1/01 - 12/31/01 1/1/01 - 12/31/01 1/1/01 - 12/31/01 1/1/01 - 12/31/01 1/1/01 - 12/31/01 1/1/01- 12/31/01 1/1/01 - 12/31/01 ' 2002 2002 BOX No. 1fl ^Ljlft LJ5D 451 451 ^t&\ *D4W <U few ^w* 5^ ^955 561 55^ a> rt 5ieO 5(p| 5bl fofe (Jk RRS No. 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 RRS Period Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 BARCODE 194565888 194565889 194565890 194565891 194565892 194565898 194565899* 194565900 194565901 194565902 194565903 194565904 194565905 194565906 194565907 194565994 194565995 1 94565996 194565998 194565999 194565997 194566000 194566001 194566002 194566003 229678590 229678589 PDF APPROVED By City Attorney H=HOLD City Clerk/Records Management Page 3 of 3 This form documents the destruction of City records in accordance with the California Public Records Act. Request by Originating Department: Finance Requested Date:Originating Department Manager Initials: Person's Completing Form: Marie Nutter No. 39 40 41 42 43 44 45 RECORDS DESCRIPTION Payroll Time Cards 2002 Me - O Payroll Time Cards We - Z Payroll Time Cards Fo-Ha Payroll Time Cards He-Ki Payroll Time Cards A - Bl Payroll Time Cards Bo - Co Payroll Time Cards Cr - Fl DATED 2002 2002 2002 2002 2002 2002 2002 BOX No. (0V) U>$ 1i4 Iti 135* 137 W RRS No. 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 0450-10 RRS Period Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 Au+6 BARCODE 229678588 229678587 229678569 229678568 274154304 274154305 274154306 PDF APPROVED By City Attorney H=HOLD DOCUMENT DESTRUCTION PROVIDED BY : SV\V\aA-'\V DATE : 0130-25/F005 CERTIFICATE OF DESTRUCTION? Yes No RECORDS DESTRUCTION REQUEST City Clerk/Records Management Page 1 of 1 Department Requesting Destruction: FINANCE Approvals for Destruction Department Head Date J-io Records Manager Date Attorney Date We certify that the records listed below have been retained for the scheduled retention period, required audits have been completed, and no pending or ongoing litigation or investigation involving these records is known to exist. 'FINANCIAL RECORDS FROM CITY LIBRARY Person(s) Completing Form: TANYA BJORK No. 1 2 3 RECORDS DESCRIPTION LIBRARY REVOLVING FUND - GENERAL INFORMATION LIBRARY REVOLVING FUND - BANK STATEMENTS LIBRARY REVOLVING FUND - CHECK REGISTERS DATED 1993- 2006 1993- 2003 1986- 2003 BOX No. 103 103 103 RRS No. 0420-05 0420-20 0400-40 RRS Period CU+2 AU+5 AU+5 ^BARCODE N/A N/A N/A APPROVED By City Attorney H=HOLD RECORD DESTRUCTION COMPLETED BY ; CERTIFICATE OF DESTRUCTION? Yes 2J No D DATE : SMEADLINK BARCODES DELETED BY:DATE: This form documents the destruction of City records in accordance with the California Public Records Act Revised 08/25/2005 City Clerk/Records Management Page 1 of 1 Exhibit C - Onsite Records Destruction Form F005 Approvet ONS V I for Destruction ITE RECORDS DESTRUCTION REQUEST S^C—AC /Q//V/01 Department Head K07U\_A- CSi-'i O'^c1-*'-*- LfcfCily Records Manager i— — % City A Total of records approved for ttorney destruction: Date Date Date'1 NOTE : City records on "Hold" cannot be destroyed. This form documents the destruction of City records in accordance with the California Public Records Act We certify that the records listed below have been retained for the scheduled retention period, required audits have been completed, and no pending or ongoing litigation or investigation involving these records is known to exist. This form documents the destruction of City records in accordance with the California Public Records Act. Request by Originating Department: Finance — rVl « rlA^ttC^. Requested Date: Originating Department Manager Initials: 10/14/2009 .^Ja Person's Completing Form: ^'1 No. 1 2 3 4 RECORDS DESCRIPTION Bids & Proposals FY 03/04 Bids & Quote FY03/04 Bids FY 03/04 Bids 04/05 DATED 9/03 -3/04 5/04 - 4/05 5/03 - 5/04 08/04 - 12/04 BOX No. 1 2 3 4 RRS No. 0470-45 0470-45 0470-45 0470-45 RRS Period AU+4 AU+4 AU+4 AU+4 BARCODE PDF APPROVED By City Attorney H=HOLD DOCUMENT DESTRUCTION PROVIDED BY : 0130-25/F005 DATE : CERTIFICATE OF DESTRUCTION? Yes No Box Contents Box No. "ffi Date Sent to IM K/ //fr f" I T Box Bar Code No. CONTENTS DATES >« fa T S 5 -pt s //^ p 005 3 /- 03 rip_v^o- L? $. (WcAw Q U, oV-c-Z :* A~,<-I '-t r -\ 11 Created: May 20, 2009 H:\Storage & Records Retention\Forms\Box Inventory Form-Blank.docx Box Contents Box No. "#" Date Sent to IM \' Box Bar Code No. CONTENTS DATES - /5 .CUo %ir|n, \c- g- ]VinhhAu} ") al ™uti[T JJL p. i*^ b .) 205S _./HI(*Ack c^ JO.Vu /4 .^-, 0 S O'l e 4 - 'S - Created: May 20, 2009 H:\Storage & Records Retention\Forms\Box Inventory Form-Blank.docx Box Contents Box No. Date Sent to M KJ/fr 5JW_j, p Box Bar Code No. N/4 coisnrEisnrs DATES /. Sr • 0,-fti L ^TX^5 Sic If^F JS C1 S - o 3- I«2i3tifidltj (ei>/5/c£. ,2cf>/ - -«• - n "7. CuSfcituJ? Pnd ov-/; "^m^lA/ /2, Created: May 20, 2009 H:\Storage & Records Retention\Forms\Box Inventory Form-Blank.docx Box Contents Box No. Date Sent to IM A//4 Box Bar Code No. CONTENTS DATES jof Pto a.06-02- oS-6*/ HJ c*itfS F) Of'l: ?tsi o(* M^lCJd^ E^os 0. Created: May 20, 2009 H:\Storage & Records Retention\Forms\Box Inventory Form-Blank.docx WE RECYCLE Shred-ft Campo triterprises Inc., P. O Box 2Q77 Visfa. CA 920852077 PHONE 760-593-5700 0910473261 2i\ 9/2010 PURGE Citv Of Carlsbad-Records Management 5815 El-Cammo Real **NQ SUR-CHARGE ' Carlsbad, CA 92008 LIVE INVOICE FORWARD TO ACCOUNTING PROCESS PAYMENT IMMEDIATELY SUR-CHARGE, This is to certify that Shred-it destroyed confidential information for the above mentioned company by TV-;.<::, This year, through Shred-it's recycling program, your firm has saved trees from destruction. CERTIFICATE OF DESTRUCTION THANK YOU FOR YOUR BUSINESS. SECURING YOUR OFFICE AND THE ENVIRONMENT ftrecf-ft A SECURIT COMPANY